Program Assistant (Admin IV) – Saint Mary’s College of California (Moraga, CA)

Education: University/College, FT Employee
Saint Mary’s College of California (Moraga, CA)

Program Assistant (Admin IV)

Closing Date/Time:
Mon. 09/08/14 11:59 PM Pacific Time

Depends on Qualifications

Job Type:

Main Campus, 1928 Saint Mary’s Road, Moraga, CA 94556, California

Founded in 1863, Saint Mary’s is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary’s currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Reporting to the Associate Director, this position provides essential administrative support to the department staff, faculty members and students in a prompt and accurate manner, supporting the multiple entities that make up the Leadership Studies Programs.
1. Schedule and plan for all events, as needed, including securing rooms for marketing events (e.g. open houses), orientations, course classrooms, workshops, faculty meetings, commencement and similar. Take an active role in assuring we have all that is needed for each type of event. Work with other departments and vendors to arrange for food, media services, set up, etc. Assist in material preparation for events. Prepare purchase orders, pay related invoices, and track related expenses. Make travel arrangements, if needed.

2. Work with Faculty and the Bookstore to ensure books are confirmed, stocked in the Bookstore, and students are advised of the books needed for their upcoming courses. Monitor Bookstore website. Purchase Copyright Clearance for chapters and articles used on eReserves and work in collaboration with Library Staff to set this up. Negotiate with publishers on copyright expenses. Pay related invoices and track related expenses.
3. Create requests for faculty contracts and stipends with Associate Director and Grad and Professional Studies staff. Monitor process and make corrections, if needed.
4. Create and keep accurate records for the department, including student and faculty rosters, files, cohort and Google calendars, master list of books, for example. Process expense reports or business card orders. Make deposits. Process mail. Purchase and maintain inventory of supplies needed by department, everything from paperclips and paper to new printers. Use online Office Depot ordering system. Schedule, order, purchase from vendors, and create user accounts for instruments used in class, like Firo-B, VT survey, and LSI for example. Pay related invoices and track related expenditures.
5. Work collaboratively with staff, faculty, and learners to provide excellent service. Coordinate and creatively solve issues that arise with other departments in College to accomplish the needs of the deparment, including the Business Office, Events and Conferences, SMC Bookstore, Physical Plant, Sodexo, Warehouse, Print Shop, Purchasing Dept., Financial Aid, ITS, Media Services, Telephone Department and Public Safety. Work with outside vendors- Marriott Hotel, Southwest Airlines, Budget Rental Car, CPP, Sun Badge Company, and Values Technology, Inc.
6. Synthesis Completion Project Paper – receives and tracks all student submissions, coordinates faculty to get each required signature. Process is moving from manual hard copy in Library to online submissions. Will assist in implementing and streamlining the new process.
7. Other Duties As Assigned: Commencement – plan, coordinate, communicate, and assure success of event, including department Hooding Ceremony event (order food, track RSVPs, book rooms, assemble submissions, etc.)

Experience and Qualifications:
EXPERIENCE: 3-5 years of admin experience; preferred candidate will have experience supporting multi-stakeholder department with competing priorities.
SKILLS/ABILITIES: Minimum 3 years of administrative and office support experience; experience in using Windows operating systems, Microsoft Office ( Word, Excel, Datatel, Saleforce, Colleague) e-mail and Internet, experience working with data bases.
Looking for a good-humored, flexible, experienced admin to work in a highly collaborative academic department, Leadership Studies Programs ( Must be a creative problem solver with excellent oral, written, and collaborative communication skills. A desirable candidate will have excellent attention to detail, be able to handle multiple priorities simultaneously, and will remain calm and professional under pressure. Looking for someone who is innovative, can anticipate needs, show initiative, and is willing to work across functions to ensure faculty, staff and students have what they need for an excellent learning experience.
Supplemental Information:

Please apply on-line at

1) Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

2) A resume

3) The name and contact information for three (3) professional references.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary’s is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary’s College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary’s College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

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